Facilgo Work Order and Status Reference Guide

Updated March 28, 2023 18:47

The Supplier Next Step Dashboard in Facilgo is used by Suppliers to organize and track open work orders. This reference guide includes the description and logic of what work orders appear in each dashboard column.

Initialisms

WO = work order
PO = purchase order
QR = quote request
FKH = FirstKey Homes
PMC = property management company (FKH)

Clarifications

The prefix letter, S or C, in the work order status (e.g. SReviewed, CDeclined) refers to either Supplier or Customer (FKH).

Dashboard Column	Description	Logic
Pending Cancelation	FKH has requested to cancel the order. Supplier to review and confirm cancelation	Order status=PendCancellation
Confirm WO	Supplier to confirm or reject the WO	Order status= SNewOrder
Schedule WO	Supplier to reach out to resident to schedule appt and edit the WO with the scheduled date/time	WO Status= Confirmed
Unanswered Quote Request	Supplier to provide quote or decline	QR Status=Sreceived, SNotRead, SNotSent
Future Scheduled WO's	WO is scheduled with the resident for a future date	WO Status= SvcSched AND TimeNow< *Scheduled End Date/Time
Complete WO & Invoice	It's past the WO scheduled date, Supplier to complete the WO and invoice	WO Status= SvcSched, SCheckedIn, SIncomplete AND TimeNow> *Scheduled End Date/Time AND Invoice =NULL
Complete WO (Already Invoiced)	An invoice was submitted but the WO has not been completed. FKH cannot approve the invoice until the WO is completed	WO Status= SvcOrdered, Sreviewed, Confirmed, SvcSched, SCheckedIn, SIncomplete AND Invoice Status= PendReview, Rejected, Disputed
Disputed WO	FKH has disputed the work order. Review and respond to the dispute.	WO Status= Disputed
Disputed Invoice	FKH has disputed the invoice. Review and respond to the dispute.	Invoice Status =Disputed

Work Order Status	Status Definition	Supplier Next Steps
SentToSupplier	A quote request has been sent to a supplier. The supplier has not viewed the QR yet.	Review the new QR.
SvcOrdered	A work order service order (PO) has been sent to a supplier. The work has not been scheduled yet.	Confirm or decline the order.
SReviewed	When a supplier opens a QR or order, there is an automatic status change to SReviewed status indicating the supplier has reviewed the QR or order.	Supplier opened the QR or order. Supplier should: Confirm or decline the QR. Confirm or decline the order.
QuoteProvided	A supplier has sent a quote but the quote is still open. FirstKey Homes has not acted on the quote after receiving it.	Await a response from FirstKey Homes.
Confirmed	A supplier has confirmed that they will work on the WO.	Schedule work with the resident and input the scheduled start/end date on the WO.
SvcSched	A supplier has scheduled a WO service. There is an automatic status change to SvcSched when the supplier enters scheduled start/end dates.	Perform the work. Take pictures. Add comments. Complete the WO. Complete the invoice.
SCheckedIn	A supplier has checked into a WO in the supplier application.	Perform the work. Take pictures. Add comments. Complete the WO. Complete the invoice.
SIncomplete	A supplier has checked out of a WO without completing the WO.	Perform the work. Take pictures. Add comments. Complete the WO. Complete the invoice.
PendReview	Supplier completed the WO and is awaiting review by FKH.	Wait for FKH to review the completed WO.
Disputed	FKH disputes a WO completed by a supplier.	Respond to the dispute via messaging on the WO.

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